APACS By-Laws


ARTICLE I - NAME

The Organization shall be known as the Association of Program Administrators for CSTEP and STEP (APACS).

STEP is the acronym for the NYS-funded Science and Technology Entry Program.
CSTEP is the acronym for the NYS-funded Collegiate Science and Technology Entry Program.


ARTICLE II - PURPOSE

The purpose of the Organization is to support, advance and meet the issues of: promoting and advocating the philosophy of equity, access & excellence in education by supporting and facilitating research, conferences and other related activities as are desirable or necessary for fulfilling the other purposes outlined in this article; enhance and effect recruitment, retention and graduation of underrepresented minority and economically disadvantaged students in scientific, technical, and health-related fields and the licensed professions; facilitate access to programs of higher education; establish relationships among APACS professionals; promote and stimulate professional development; encourage data collection for program evaluation; and support and promote the development of policies and guidelines governing STEP/CSTEP programs.


ARTICLE III - MEMBERSHIP

Section 1- Membership and Term of Membership

A) Membership shall be open to all full and part-time professionals and/or staff associated directly with the STEP/CSTEP programs. All programs that are current members in good standing (i.e. annual dues paid in full) are eligible to vote in APACS elections and meetings. The Organization shall offer special non-voting Membership to parents, students, corporations, schools, and other individuals interested in promoting the purposes of APACS.

B) The membership year shall be January 1 to December 31; payment of dues shall be due by April 15th.

Section 2 - Categories of Membership and Dues

Membership will be classified into three categories with the corresponding dues:
- Associate No fee
- Institutional A $ 300.00
- Institutional B $ 300.00

Associate members will consist of parents, students, corporations, schools, and other individuals interested in promoting the purposes of APACS.

Institutional A Membership: Institutions with separate STEP or, CSTEP programs are eligible for Institutional A membership. Each STEP and CSTEP program in this category has one vote.

Institutional B Membership: Institutions with a linked STEP/CSTEP program are eligible for Institutional B Membership. Linked STEP/CSTEP programs will have one vote per STEP and one vote per CSTEP program.

ARTICLE IV - OFFICERS OF STEP/ CSTEP Organization of Professional Educators

Section 1 - Officers and the Executive Committee

A) The function of the Officers of the Organization shall be to manage, supervise, and control the business, property, and affairs of APACS. The Officers of APACS are the members of the Executive Committee (Article IV, Section l.B) and the Committee Chairs.

B) The Executive Committee will consist of the following officers of APACS:

1 President 1 Executive Vice President

1 Vice-President for Technology 1 Vice President for Communication

1 Vice-President for APACS Initiatives

1 Secretary 1 Treasurer

8 Regional Representatives

C) Nominations and Elections of Officers

The Nominations Committee shall conduct the process of nominating and electing officers of the APACS. The Nominations Committee shall call for nominations of officers at least thirty (30) days prior to the Annual Meeting. In addition, the Nominations Committee will accept nominations from the floor at the Annual Meeting upon issuing its report. The election of officers shall be by written ballot.

Section 2 - Duties of Officers
A) President

The President shall be elected from the membership of APACS, and shall be responsible for:

1) Presiding at all meetings of the members of the Organization and the Executive Committee; and shall have other powers and duties as may be determined by the Executive Committee.

2) He/She shall submit an annual and fiscal report to the membership no later than 30 days after the end of the fiscal year.

3) The President shall function as the primary spokesperson for the organization.

4) Shall be an ex-officio member of all committees.

B) Executive Vice-President
The Vice-President shall be elected from among the membership of the Organization. The Vice-President shall perform all duties as Parliamentarian. In the absence or disability of the President, the Vice-President shall perform all the duties of the President and in so acting shall have all the powers of the President. The Vice-President shall have such powers and perform other duties as may be prescribed from time to time by the Executive Committee.

C) Vice-President for Technology
The Vice-President for Technology shall perform duties dealing with APACS projects involving technology promote and stimulate professional development; encourage data collection for program evaluation; and support and promote the development of policies and guidelines governing STEP/CSTEP programs.

D) Vice-President for Communication
The Vice-President for Communication shall perform duties dealing with official communications pertaining to APACS. The Vice-President will be responsible for developing and creating communication structures for disseminating the organization’s initiatives.

E) Vice-President for APACS Initiatives
The Vice-President for APACS Initiatives shall perform duties outlined by the President, Executive Committee, and APACS membership pertaining to special projects the organization is developing and implementing.

C) Secretary
The Secretary shall be elected from among the membership of the Organization. The Secretary will conduct all necessary correspondence; he/she (or their designee) shall take minutes of all meetings and shall maintain all records of the Organization; and shall discharge other such duties of the office as prescribed by the Executive Committee.

D) Treasurer
The Treasurer shall be elected from among the membership of the Organization. The Treasurer shall receive and safely keep all funds of the APACS and deposit them in the bank accounts that are designated by the Executive Committee.

1) Funds shall be paid out only on checks of the corporation (APACS) signed by the President, Executive Vice-President, and Treasurer.

2) The Treasurer shall keep accurate financial records and appropriate records of such receipts and disbursements. He/She shall be ready whenever required to turn over to the Executive Committee, all monies, accounts, record books, vouchers, and other records pertaining to the office of Treasurer, and shall turn the same over to her/his elected successor.

E) Regional Representatives
There shall be four (4) regional representatives. Two of the representatives will be elected from the Upstate Region; and two of the representatives will be elected from the Downstate Region. The regional representatives act as liaisons between the regional membership and the Executive Committee, as well as being responsible for promoting the business of APACS in their respective regions.

The geographic area of the Upstate Region is as follows: Central New York, Finger Lakes, Mohawk Valley, North Country, Southern Tier, Western New York, and the Capital District.

The geographic area of the Downstate Region is as follows: Long Island, New York City, Westchester and Rockland.

F) Committee Chairs
Standing committee chairs shall be appointed by the Executive Committee. Committee chairs are responsible for notifying members of meeting time, date, and location as well as agenda items. Committee chairs are authorized to call committee meetings to order, conduct committee business, and provide quarterly reports of business transactions of the committee to the Executive Committee.

Section 3 - Duties of the Executive Committee
A) The Executive Committee shall meet at least three times each year -- winter, spring, and fall -- at times and locations to be determined by the Committee.

B) The spring conference meeting shall be designated as the Annual Meeting of the Organization. The Executive Committee is responsible for setting the date, location, and agenda of the annual meeting of the Organization. An annual budget for the Organization shall be adopted by the Executive Committee at that meeting.

C) Special meetings of the Executive Committee may be called at the direction of the President of the Organization or by a majority vote or petition, of the Executive Committee.

D) Notice of the time, day, and place of any meeting of the Executive Committee shall be given at least 21 days previous thereto by notice sent by mail or FAX to each member of the Committee at his or her address as shown by the records of APACS.

E) The Executive Committee shall be responsible for:
1) conducting the business of the APACS in the interim period between meetings of the general body.

2) reviewing the fiscal policies and initiating an annual audit of the financial affairs of the corporation to be undertaken by a certified public accountant.

3) responsibly transferring pertinent information and all records to the incoming Executive Committee officers

4) filing appropriate tax forms annually to New York State and the IRS.

Section 4 - Terms of Office and Vacancies
A) The Executive Committee and Committee Chairs shall serve for a two year term. Terms of office for the Executive Committee Officers will be staggered. The President and Treasurer will be elected on odd years; Vice President and Secretary will be elected on even years. For 1997, the Vice President and Secretary will take one-year appointments.

B) Should the President vacate the office, the Vice-President shall accede to the position and shall fill the unexpired term until the next election.

C) Should there be any other office vacated, an interim officer shall be appointed and ratified by the executive committee until the next annual meeting.


ARTICLE V - COMMITTEES

Each Committee should be a standing committee and have representation from each region.

The following are the standing committees of the Organization:

Section 1 - Bylaws Committee -- This committee shall have the responsibility for reviewing bylaws periodically and recommending changes in accordance with procedures outlined in Article VIll.

Section 2 - Membership Committee -- This committee shall establish the guidelines for membership eligibility and actively recruit and promote membership in the Organization.

Section 3 - Nominations Committee -- This committee is responsible for submitting a slate of candidates for officers and the Executive Committee in accordance with procedures outlined in Article VI.


Section 4 - Professional Development Committee -- This committee shall plan and coordinate activities and workshops to promote the professional development of all STEP/CSTEP personnel, including counselors, academic support staff, and administrators.

Section 5 - Student Development Committee -- This committee shall promote and stimulate student professional development through research, conferences and other activities.

Section 6 - Conference Committee -- This committee shall plan and implement the annual conference of the Professional Organization. The Conference Committee shall submit to the Executive Committee for approval a comprehensive plan and proposed budget for the annual conference. Within sixty (60) days of the conclusion of the annual conference, the Conference Committee shall submit to the Executive Committee for approval a complete report of Conference Committee activities, receipts, and expenditures.

Section 7 - Finance Committee -- This committee shall prepare the annual budget and present it for approval to the Executive Committee and the Professional Organization respectively. The Finance Committee shall review the work of the Treasurer in order to assure fiscal accountability. The Finance Committee shall make recommendations to assure the fiscal integrity of the Professional Organization and may from time to time propose amendments to the budget for the current fiscal year, which may be adopted by a majority vote of the Executive Committee.

Section 8 - Advocacy Committee -- This committee shall plan and coordinate advocacy activities concerning STEP and CSTEP programs in New York State.

Section 9- Communications, Publications and Technology Committee -- This committee shall be charged with maintaining both external and internal communications. For external communications, the committee shall produce periodic news releases and create and maintain a homepage on the Internet. For internal communications, the committee shall print and distribute a bi-annual newsletter, and maintain an e-mail/Internet connection.


ARTICLE VI - MEETINGS

Section 1 - Annual Meeting
The Annual Meeting of the membership shall be held at such time and place as determined by the Executive Committee for the purpose of electing Officers, electing Regional Representivitives, conducting a conference and transacting other Organization business. The agenda for the Annual Meeting must include an annual report, financial report, and other reports as assigned by the Executive Committee.

Section 2 - Executive Committee Meetings
Meetings of the Executive Committee shall be called by the President. Other meetings may be called by petition of any three (3) members of the Executive Committee. Meetings of the Executive Committee shall be held at least three (3) times during the year.

Section 3 - Regional Meeting
Meetings of the region shall be held at least once in the fall and once in the spring of each year. A regional meeting may be called by petition of any three (3) program members within the region. The regional meeting shall serve to nominate and elect representatives.

Section 4 - Quorum
At all meetings of the Professional Organization a quorum shall be present in order to hold an official meeting. Two-thirds of all Program Members shall constitute a quorum at the Annual Meeting and all general meetings, and one-half of all Executive Committee members shall constitute a quorum at all meetings of the Executive Committee. Each Region of APACS shall be empowered to determine the quorum necessary to transact business at their Regional Meetings.

Section 5 - Voting Rights at Annual Meeting
All programs that are current members in good standings (i.e. annual dues paid in full) are eligible to vote at the annual meeting. Each member STEP and CSTEP program will have one vote. Associate members are non-voting participants.


ARTICLE VII - FINANCIAL

Section 1 - Fiscal Year
The fiscal year of the Organization shall be from July 1 to June 30.

Section 2 - Annual Budget
The annual budget for the following year shall be approved by a majority vote of members present at the Annual Meeting.

Section 3 - Financial Reports
A quarterly financial report shall be presented to the Executive Committee by the Treasurer and an annual report to the members, either by mail or at the annual meeting.

Section 4 - Expense Reports
When Organization funds are expended through APACS activities, periodic financial reports must be submitted to Organization, as determined by the Executive Committee

Section 5 - Sources of Organizational Funds
Sources of funds shall consist of, but not be limited to, membership, external grant funding, conference profit, etc.


ARTICLE Vlll- AMENDMENTS TO BYLAWS

Amendments to the Bylaws shall require a 2/3 majority vote of those present at the Annual Meeting. All members shall be notified of proposed amendments 30 days prior to the Annual Meeting.


ARTICLE IX - INDEMNIFICATION
A) The Organization shall indemnify each member of its Executive Committee, as described in Article IV hereof, and each of its officers, as described in Article IV hereof, for the defense of civil or criminal actions or proceedings as hereinafter provided, and notwithstanding any provisions in these Bylaws, in a manner and to the extent permitted by applicable law.

B) The Organization shall indemnify each of its officers, as aforesaid, from and against any and all judgments, fines, amounts paid in settlement, and reasonable expenses, including attorney's fees, actually and necessarily incurred or imposed upon or asserted against him/her or hereby reason of being or having been such an officer and acting within the scope of his or her official duties, but only when the determination shall have been made judicially that he or she acted in good faith for a purpose which he or she reasonably believed to be in the best interests of APACS and, in the case of a criminal action or proceeding, in addition, had no reasonable cause to believe that his or her conduct was unlawful. All determinations as to the foregoing by the Executive Committee shall be in reliance upon the advice of independent legal counsel on questions involved.

C) Every reference herein to a member of the Executive Committee or officer of the Organization shall include every officer or former officer thereof. This indemnification shall apply to all the judgments, fines, amounts in settlement, and reasonable expenses described above whenever arising, allowable as above stated. The right of indemnification herein provided shall be in addition to any and all rights to which any trustee or officer of the Organization might otherwise be entitled and the provision hereof shall neither impair nor adversely affect such rights.


ARTICLE X -PARLIAMENTARY AUTHORITY
Robert's Rules of Order shall be used to conduct business, except where they are in conflict with these Bylaws.

 

 


 

 
 
   



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